Microsoft Office Tutorials and References
In Depth Information
Customizing Existing Reports
A report is a formatted printout (or screen display) of the contents of one or more tables
in a database. Although you can format and print data using datasheets, queries, and
forms, reports offer greater flexibility and provide a more professional, readable
appearance. For example, the staff at Belmont Landscapes can create reports from the
database for billing statements and mailing labels, but they could not use datasheets,
queries, and forms for the same purposes.
Before Lucia Perez joined Belmont Landscapes to enhance the Panorama database,
Sarah Fisher and her staff created two reports. Sarah used the Report tool to create the
rptContract report and the Report Wizard to create the rptCustomersAndContracts report.
One of Sarah’s staff members modified the rptCustomersAndContracts report in Layout
view by modifying the title, moving and resizing fields, changing the font color of field
names, inserting a picture, and using conditional formatting to format values in the
ContractAmt field that exceed $25,000 in a red font. The rptCustomersAndContracts
report is an example of a custom report. When you modify a report created by the
Report tool or the Report Wizard in Layout view or in Design view, or when you create a
report from scratch in Layout view or in Design view, you produce a custom report .You
need to produce a custom report whenever the Report tool or the Report Wizard cannot
automatically create the specific report you need, or when you need to fine-tune an
existing report to fix formatting problems or to add controls and special features.
Sarah asks Lucia to review the rptContract report, make improvements to it, and dem-
onstrate features that Sarah’s staff can use when working with reports.
Viewing a Report in Report View
You can view reports on screen in Print Preview, Layout view, Design view, and Report
view. You’ve already viewed and worked with reports in Print Preview and Layout view,
and you’ll find that making modifications in Design view for reports is similar to making
changes in Design view for forms. Report view provides an interactive view of a report.
You can use Report view to view the contents of a report and to apply a filter to the data
in a report. You can also copy selected portions of the report to the Clipboard and use
the selected data in another program.
| Choosing the View to Use for a Report
You can view a report on screen using Report view, Print Preview, Layout view, or Design view.
Which view you choose depends on what you intend to do with the report and its data.
• Use Report view when you want to filter the report data before printing a report, or when
you want to copy a selected portion of a report.
• Use Print Preview when you want to see what a report will look like when it is printed.
Print Preview is the only view in which you can navigate the pages of a report, zoom in or
out, and view a multiple-column report , which is a report that prints the same collection
of field values in two or more sets across the page.
• Use Layout view when you want to modify a report while seeing actual report data.
• Use Design view when you want to fine-tune a report’s design, or when you want to add
lines, rectangles, and other controls that are available only in Design view.